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Executive Assistant To the Chairman and CEO

Published on 01.07.2022

Company

Website : https://aios.global/
Industries :
Education, training
Social, public and human services
Government services
Job ads : See our Job Ads
AIOS Integrated Land Systems is the only one-stop-shop for all your land administration needs. With over forty years of experience in the field... read more

Job Ad & Profile Description

Position : Executive Assistant To the Chairman and CEO

Job Posting:

Executive Assistant to the Chairman and CEO

About us:

AIOS Integrated Land Systems is the one-stop-shop that offers a turnkey solution regarding the Land Management and Land Administration for Countries. 

Summary

AIOS is searching for a very proactive and extremely detail-oriented Executive Assistant with excellent interpersonal skills, strong speaking and writing skills, and very strong work ethic. This position reports directly to the Chairman & CEO and is responsible for all business and personal related duties as delegated by the Chairman & CEO. This position will primarily provide comprehensive assistance to the Chairman & CEO so he may focus on his primary responsibilities and maximize his time and effectiveness (i.e. responsible for a wide variety of administrative support duties). AIOS offers highly competitive compensation based on experience, talent, skill, expertise, knowledge, proven capabilities, and potential capabilities.

Job Description

Reporting directly to the Chairman and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chairman. The Executive Assistant also serves as a liaison to the board of directors and oversees special projects.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities

Executive Support

  • Completes a broad variety of administrative tasks for the Chairman & CEO including: managing an extremely active calendar; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Compose and edit letters, documents, emails, proposals and ensure follow up with those that require answers, responses, and written replies.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time.
  • Communicates directly, and on behalf of the Chairman and CEO, with Board members, donors, staff, and others.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chairman, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Chairman's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior staff.
  • Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Chairman updated.
  • Serves as project manager on strategic initiatives and projects, as directed by the Chairman.
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Chairman, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Data Management

  • Arranges meetings on behalf of the Chairman.
  • Uses databases to provide reporting and analysis to Chairman to support strategic decision-making.
  • Manages correspondence from the Chairman.
  • Knowledge of using Monday.com

Board Support and Liaison

  • Serves as the Chairman's administrative liaison to the board of directors.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Adheres to applicable rules and regulations in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
  • Maintains records of the Board of Directors and Board of Trustees, including minutes, by-laws, member bios and board commitment forms.

Senior Management Liaison

  • Participates as a member of Senior Staff including scheduling and attending all meetings.
  • Assists in coordinating the agenda of Senior Staff meetings and staff meetings.
  • Takes notes at each Senior Staff meeting and provides recap of action items.
  • Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

  • Ensures that the Chairman's bio is kept updated and responds to requests for materials regarding the Chairman and the organization in general.
  • Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives

  • Works with the Strategic Initiatives team in coordinating the Chairman's outreach activities
  • Follows up on contacts made by the Chairman and supports the cultivation of ongoing relationships
  • Edits all, and creates acknowledgement letters from the Chairman
Required profile for job ad : Executive Assistant To the Chairman and CEO

Qualifications

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

  • Bachelor's degree or higher required
  • Strong work tenure: min 3, but preferable 5 years  or more of experience supporting C-Level Executives
  • Experience and interest in internal and external communications.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and CRM systems.

To apply:
Email a thoughtful cover letter outlining your desire and qualifications for this position, along with resume, salary history and three professional references  using the subject line “Executive Assistant”
Applications accepted by email only, no later than June 15, 2022.

No telephone calls / No agency resumes accepted.

Please be aware of fraudulent recruiting scams, do not send money to anyone suggesting they can provide employment

Job criteria for job ad : Executive Assistant To the Chairman and CEO
Job category :
Management
Secretarial work, assistantship
Industries :
Associative activities
Social, public and human services
Employment type :
Permanent contract
Region :
Freetown
City : Freetown
Experience level :
2 to 5 years
Educational level :
Bachelor
Spoken language :
englishnative
Number of Position(s) : 1

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